Absence and Substitute Management System

The Vendor is required to provide absence and substitute management system for include:
1. Employee absence management
• Employee self-service absence entry and management
• Ability for staff to request and report absences in advance or on short notice
• Automated substitute assignment and placement tools
• Half-day, full-day, and custom absence tracking
• Allow employee schedules that can vary day of week
• Future absence scheduling capabilities
• Recurring absence functionality
• Administrator override and approval functionality
• Automated notifications for staff, supervisors, and substitutes
• Permit a customizable list of reasons for absences
• Prompt employees with an external link to fill out additional details when selecting certain absence reason(s)
• Permit a customizable list of job locations (e.g., individual schools)
• Allow employees the ability to leave special instructions or other notes, etc. when reporting an absence visible by administrators only, not visible to the substitute
• Allow employees to upload documents visible by administrators only, not visible to the substitute (doctor’s notes, etc.)
• Allow for absences to be created whether they require a sub or don’t require a sub
• Ability to track time off balances in the system for employees
• Ability to show the time off balance to the employee on the absence creation screen, and enforce balances
2. Substitute management
• Automated substitute calling and notification system
• Allow the substitute to manage their own notification preferences
• SMS text, email, and phone notification capabilities
• Allow substitutes to define their own school preferences of where they want to see available assignments
• Ability for substitutes to accept or decline assignments electronically
• Substitute availability and preference management (e.g., days and times during the week)
• Able to match the appropriate substitute by skill level to the absent employee and notify the substitute
• Blackout dates and exclusion settings
• Prioritized substitute assignment rules
• Ability to prioritize substitutes for employees or locations
• Ability to restrict substitutes to seeing and accepting jobs for which they are qualified
• Automated substitute matching based on qualifications and preferences
• Ability to contact substitutes via text messages (SMS) and push notifications simultaneously
• The approver must be able to see employee time off balances on the approval screen
• The approver must be able to see context with other employees that are absent from their same building on the same date on the approval screen
• Include a function to easily swap substitutes from one assignment to another
• Ability to verify absences and substitutes that worked after the absence has occurred
• Allow employees the ability to leave special instructions or other notes, etc. when reporting an absence for substitute (lesson plans, etc.)
• Have the ability with a set location to post a picture of the entrance of the building where the sub is working and a map of the location
• Allow for multiple substitutes to be connected to one absence request without having to split the absence into separate absences
• Show available subs portions of long-terms absences that they are available for automatically, without having to split the absence into separate absences
• Allow substitutes to view their assignment history for current school year and across all past years
• Allow substitutes to view a calendar view of entire current school year and switch to view past school years of assignment history
• Include self-service help materials that are specific for the substitute (videos, documentation, etc.)
3. Administrative features
• District-level and school-level administrative access
• User role and permission management
• Real-time vacancy and fill-rate tracking
• Real-time dashboards for absences, fill rates, and substitute performance
• Reporting and analytics dashboard with customizable reports for district, school, and department levels
• Ability to customize reports and save them for later use
• Ability to share reports for editing access or view only access to other groups in the district
• Reports should be able to pull historical data for years in the past without being limited by archived data or date limits.
• Audit logs and historical reporting
• Exportable reports in common file formats
• Flexible approval workflows
• Ability to track absence approval workflows.
• Route absences through single step approvals or multi-step approvals based on the reason, location, position or even select individual employees in the workflow
• Ability to post multi-media messages through the system that notifies different users and track the analytics of interaction with those messages
• Calendar for entering full day and partial day calendar events like holiday’s, in service days and cancellation days
• Ability to set absence limits for how many staff can be out each day and select individual days like the day before or after a holiday
• Data export capability to various formats (csv, excel, pdf)
4. Integration requirements
• Integration capabilities with skyward QMLATIVE canyons school district's existing HR, payroll, and student information systems
• Single sign-on (SSO) compatibility
• Secure data import and export functionality
• API availability and integration documentation
5. System requirements
• Web-based hosted solution
• Have a mobile app with access for administrators, employees and substitutes
• Mobile-friendly access for employees and substitutes
• Compatibility with current major web browsers
• Data security and encryption standards
• Compliance with FERPA and applicable student and staff privacy laws
• Allow for data imports to be scheduled and happen on a regular occurrence
• Cloud-based system: specify deployment options and hosting requirements.
• Scalability: must support district growth in schools and staff.
• Process for scalability for handling increases in demand of the system
6. Training and support
• Initial implementation assistance
• System configuration assistance
• Administrator training
• End-user training resources
• Ongoing technical support
• Software maintenance and updates
• Designated account management support.